Archive for the ‘Record Storing’ Category

Moving and Storage

File Storage and a Local Move

It is no secret that businesses have paperwork. Business to business service industries have files and invoices. Law firms have a plethora of documents per case file. Even retail establishments have documents relating to inventory, shipments, and bookkeeping records. During a local commercial move, many businesses are looking to purge unnecessary documents from their physical location. Even when moving into a bigger office space, these documents will utilize much more room than these business owners want to waste. Now is the perfect time to determine what files to keep on site, what files to store, and what data to destroy.

The Law
Without getting too technical, most legal experts and accountants will advise that you maintain any records for seven years. Many businesses will have, at most, seven years to bring suit against a company for work completed or malpractice. Besides, the IRS requires that you maintain seven years of tax records to comply with the statute of limitations relating to tax audits. Therefore, any files older than seven years can, and should be purged.

On-Site or Off-Site
Since the law says you can dispose of record over seven years old, the next step is to decide what records should remain on-site and what can go into storage. The very first thing to consider is that any document that is current or has been processed within the past year should stay on-site. Typically, these documents will be needed to either complete work or give to your accountant for tax purposes. However, what about other materials? The answer is a decision that you need to make within the confines of your business model. There are a few questions to ask yourself before deciding to transfer the documents:

1. Will we need this information or report within the next six months to one year?
2. Is this related to an open file or order?
3. Will this document or data help in the completion of a current document, job, or file?
4. Is this the only copy of this document or file available?

If you answered “yes” to any of these questions, you would benefit from storing the document or file on-site. It will be less cost-effective to keep the paper off-site and run to the storage facility every time you need to reference the file.

However, if the answer is “no” to these questions, or you have the documents stored electronically on your server or an external hard drive, these documents and files can be stored off-site. The benefit to keeping these documents and records in storage will help free up space in your office as well as allow you to downsize if necessary, saving you money in the long-run. Storage spaces are relatively inexpensive and temperature controlled, allowing your documents to stay safe and secured, without risk of wilting or getting lost in the shuffle of business.

If you are looking to hire movers, South Jersey’s premier movers are Sinclair Moving and storage. Their experts can help you move your company with ease and provide you with storage facilities for your documents and files that you need to keep but can keep off-site. Contact Sinclair Moving and Storage today at (856) 753-7400 to learn more about commercial moving and storage options.

 

Why You Should Consider Record Storage for Your Business

Your office space is probably full of material, equipment and personnel that are essential to your business. This means that things get quickly get cramped, though. All the people and computer and copiers and filing cabinets and desks can take what once was an open space for your business to grow and turn it into a cramped, uncomfortable space. One easy solution for opening up some space in your office, is moving your important files into storage. The new year is a great time to take last year’s documents and move them out of your building and into a secure record storage facility with Sinclair Moving and Storage.

Make Some Room

The most obvious benefit of using off-site storage for your files and records is what we’ve already mentioned; it opens up your office space. When you remove the clutter of old files, you make your office more inviting for guests and more navigable for employees. You can even turn the space you used to use for storage into a productive space, or even a relaxing area for employees.

Keep Things Secure

Another great benefit is that your important files and records are secure, away from prying eyes. You won’t have to worry about nosy employees or guests peaking at your information. When you have a busy office space, with multiple people using and adding to files, the chances of something happening to important stored documents increases. At our warehouse, your files will be securely stored until you need them.

Easy Access

With Sinclair, you can access your files very easily. You simply give our office a call and we’ll deliver whatever files you need. You can even call our office to pick up files you want stored at our warehouse. We make it as easy as we can for you, so you don’t have to interrupt a day’s work to move files. And when you no longer need certain records, with a certificate of destruction, we’ll destroy your files when the time comes.

Contact Us

If you need to make room in your office, contact Sinclair Moving and Storage to get rid of those old documents and store them safely!